SWAEC is seeking Requests for Proposal for cellular phone/cellular data service to be filed in conjunction with FY 2012-2013 E-Rate filing, reporting, and reimbursement.
SWAEC currently (at the time of issuance of this RFP) has 16 (sixteen) phones in use which fall under this RFP. The phones are enumerated as follows:
- 4 (four) - Flip phones (LG-VX5600) with basic service, shared voice minutes, no roaming charges nationwide, unlimited nights and weekends voice.
- 10 (ten) - Smart phones (SAMSUNG FASCINATE) running the Android operating system, unlimited internet, unlimited data, shared voice minutes, no roaming charges nationally, unlimited nights and weekends voice. Compatible out-of-the-box with Google Apps for Education sync for email, contacts, calendar.
- 1 (one) - Blackberry Storm with unlimited internet, unlimited data, shared voice minutes, no roaming nationally, unlimited nights and weekends voice.
- 1 (one) - Droid X2 running Android operating system, unlimited internet, unlimited data, shared voice minutes, no roaming charges nationally, unlimited nights and weekends voice.
- 1 (one) - Apple iPhone4S running iOS5, unlimited internet, unlimited data, shared voice minutes, no roaming charges nationally, unlimited nights and weekends voice.
Any proposals submitted must meet or exceed our current configuration, specifcally unlimited data and unlimited internet. All voice minutes are pooled such that there is a minimum of 6,400 minutes per month included in the plan. Phone must be upgradable/replaceable at a maximum of every ten (10) calendar months.
SWAEC uses discounted billing as the preferred method of E-Rate funding disbursement. The chosen vendor must specify the method with which E-rate funds will be applied to SWAEC (That is, specify whether the vendor will discount the monthly bill or requires SWAEC to submit BEAR forms for reimbursement). Priority will be given to vendors who are able to provide discounted billing. Note: Discounts may be reflected in the form of credits on the monthly bill.
Vendors submitting proposals agree that *all* phone numbers will remain the same as they are currently assigned.
Vendors submitting responses to this Request for Proposal agree to provide discounted billing for products and/or services associated with the projects and seek reimbursement of the discount according to the invoicing guidelines of the Schools and Libraries Division. The Owner will pay for the discounted portion of all invoices when all products and/or services listed on the invoice are delivered in accordance with the contract. Should E-rate funding not become available, the Owner stands ready to pay the full contracted amount.
This RFP is not a contract offer. Acceptance of a proposal neither commits SWAEC to award a contract to any vendor, even if all requirements stated in this RFP are met, nor limits our rights to negotiate in our best interest. We reserve the right to contract with a vendor for reasons other than price.
Failure to answer any questions in this RFP may subject the proposal to disqualification. Failure to meet qualifications and requirements will not necessarily subject a proposal to disqualification.
It is important that the vendor understand that this service has been included on the SWAEC E-Rate application which, if approved, will entitle us to approximately 80% discount through the Universal Fund. If you are not familiar with this process please call.
The pricing, terms, and conditions stated in your submitted proposal must remain valid for 60 days from the date of delivery of the proposal to SWAEC.
We reserve the right to accept or reject any or all responses to this RFP and to enter into discussion and/or negotiations with one or more qualified vendors at the same time, if such actions are in the best interest of SWAEC.
Expenses incurred in the preparation of proposals in response to this RFP are the sole responsibility of the vendor.
Priority is given to vendors with account representatives located in the state of Arkansas.
SWAEC is **NOT** tax exempt. Appropriate taxes will be added to any proposals which do not include them and/or proposals not including applicable taxes may be disqualified at SWAEC's discretion.
SWAEC reserves the right to refuse any or all proposals.
RFPs can be submitted via physical mail to:
David Henderson, Technology Coordinator
ATTN: CELL BIDS
2502 S. Main St
Hope, AR 71801
Or they may be emailed to:
SWAEC nor its employees are responsible for lost or misdelivered mail.
Cell Phone Service must provide maximum coverage within the following counties: Hempstead AR, Nevada AR, Miller AR, and Lafayette AR.
**Note: Due to an issue with USAC's website, bids/quotes for this RFP will be accepted until 4pm 1-31-2012. *ALL* bids/quotes must be RECEIVED by the date provided. Postmarks *DO NOT* affect the deadline due date.